Privacy Policy

1. Who we are

PolicySolver is operated by Biowest Energy Inc. ("we", "us", "our"). We provide a SharePoint-native policy intelligence platform for municipal and government organizations.

2. Information we collect

When your organization deploys PolicySolver, our platform processes the following categories of data:

• Document content: Policy documents, bylaws, directives, and SOPs stored in your SharePoint Governance Documents library are read by our document ingestion service and indexed for AI-powered search and analysis.
• User profile information: Basic Microsoft 365 profile data (name, email) of users who interact with the PolicySolver web part, accessed via delegated permissions under the user's own identity.
• Usage data: Queries submitted to the search and chat features, used to provide responses and improve service quality.
• Contact information: Name, email, and organization submitted through our demo request form.

3. How we use your information

We use the information we collect to:

• Provide AI-powered document search, analysis, and editing capabilities within your SharePoint environment
• Index and process document content for retrieval-augmented generation (RAG) pipelines
• Send notifications related to document workflows (review reminders, approval requests)
• Respond to demo requests and provide customer support

4. Where your data is stored

Original documents remain in your organization's SharePoint tenant. Indexed copies of document content (text extractions, embeddings, and search indexes) are stored on PolicySolver's Azure infrastructure in the Canada Central region. This infrastructure includes Azure AI Search, vector databases, and Azure-hosted application services.

5. Microsoft 365 permissions

PolicySolver requests specific Microsoft Graph API permissions to operate. These are disclosed during the admin consent process and include both application-level permissions (used by our backend services) and delegated permissions (used by the web part under your users' identities). A full breakdown of each permission and its purpose is provided during onboarding.

6. Data retention

Indexed document content is retained for as long as your organization's PolicySolver subscription is active. Upon termination, indexed data is deleted within 30 days. Original documents in your SharePoint tenant are never modified or deleted by PolicySolver.

7. Third-party services

PolicySolver uses third-party AI and cloud services to process document content and provide intelligent features. These services are hosted on enterprise-grade infrastructure with appropriate data processing agreements in place. We do not sell or share your data with third parties for marketing purposes.

8. Your rights

Your organization's Microsoft 365 administrator can revoke PolicySolver's access at any time through the Azure Active Directory admin portal. Individual users can review the permissions granted to PolicySolver at myapps.microsoft.com.

9. Contact

For privacy-related inquiries, contact us at joey@policysolver.ai.